Administrative & Virtual Assistant ​

Position/Title:  Administrative & Virtual Assistant
Supervisor:  Program Manager
Department:  ALL
Jobs Supervised: None
Hours of Work: Monday-Saturday.
Salary Range:  $13.50 - $15.00/hour Administrative & Virtual Assistant


Le Blanc Consulting employs various types of administrative support staff.Le Blanc Consulting provides a wide spectrum of administrative and operations services that meet the needs of our clients and offer the highest quality of care for clients.Le Blanc Consulting offers careers for administrative staff in the areas of Billing, Intake, Data Entry, Accounting, Medical Receptionist, Office Clerical staff and Executive Support staff. The other requirement for the job is the past working experience in call center activity. Assisting Management with Matching clients with the appropriate staff member and assuring quality of work.

Administrative  Assistant Job Profile and Description

Location: Remote Home Location and LeBlanc Consulting Corporate Offices 

LeBlanc Consulting is currently staffing various roles for the position of Administrative & Virtual Assistant job. This positions  with full-time and part-time hours will complete data entry, download reports, complete order maintenances, and assist with errors and omissions.

This administration job does not require a degree. 
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Administrative & Virtual Assistants are independent and excellent customer service providers. They deliver services to the team operating as online virtual assistants and in the office operating as a Administrative Assistant. They provide multi services such as secretarial, administrative, creative, or technical services to our company. They usually use online communication channels, text message, phone, e-mail, fax, to deliver their services.

Duties and Responsibilities

Perform a vast job and here are the following duties and responsibilities which are expected to be fulfilled by the person desiring to do the job:
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  1. Writes, edits, and coordinates development of promotional materials, educational materials, training manuals, newsletters, and/or brochures, as appropriate to the program.
  2. Performs or delegates clerical and administrative support tasks, including creation, typing, and editing of program correspondence, purchasing documents, reports, program handbooks, and other publications.
  3. present a friendly face and a warm smile for each of our members and guests and assist appropriately
  4. maintain office filing system including paper files/file cabinets, shared electronic files
  5. Open, sort and distribute incoming correspondence in computer data base
  6. Proficiency of database systems to perform data entry, filter and run reports
  7. Manage and update general Google documents and calendar
  8. Assist in resolving any administrative problems
  9. Screen calls, take messages, respond to inquiries and requests for information as directed
  10. Prepare and modify documents including correspondence, reports, drafts, memos and emails
  11. Schedule and coordinate meetings, appointments as requested
  12. Maintain and update office, supplies other necessary material
  13. Assist and process New Employee/New Client packets preparation, data entry and distribution. 
  14. Process accounts receivable and follow up correspondence as needed
  15. Operate and maintain a wide‐variety of office equipment including copiers, fax machines, scanner and badge maker
  16. Assist Management team with the coordination of program as needed.

Routine daily duties: 
  1. Filing, typing, copying, binding, scanning etc.
  2. Organizing travel arrangements for senior managers.
  3. Correspondence letters and emails on behalf of other office staff.
  4. Booking conference calls, rooms, taxis, couriers, hotels etc.
  5. Processing expenses sheets and invoices.
  6. Monitoring stationary levels and ordering office supplies.
  7. Entering guest/visitors
  8. Maintaining computer and manual filing systems.
  9. Following up with internal and external
  10. Handling sensitive information in a confidential manner.
  11. Taking accurate minutes of meetings.
  12. Replying to email, telephone or face to face enquiries.
  13. Develop and update administrative systems to make them more efficient.
  14. Resolve administrative problems.
  15. Receiving, sorting and distributing the post.
  16. Managing staff appointments.
  17. Maintain up-to-date employee holiday records.
  18. Coordinating repairs to office equipment.
  19. Photocopying and printing out documents on behalf of other colleagues.
Key skills required
  1. Knowledge of office administration procedures.
  2. Managing multiple and changing priorities at once.
  3. Good computer skills including Word, Excel, MS Outlook, PowerPoint.
  4. Good typing and keyboard skills.
  5. Managing administrative processes.
  6. A good level of English spelling and grammar.
  7. Attention to detail and high level of accuracy.
The personal skills that is required for the job:
  1. Ability to multi-task.
  2. Good telephone answering skills.
  3. Ability to work as part of a team.
  4. High level of discretion and judgment.
  5. Not getting bored easily.
  6. Having a lot of patience.

PLEASE NOTE: We Believe that the best way for anyone to fully understand our passion for client services is for them to work with clients. Therefore majority of our staff members serve multiple roles which may include office duties and one to one client services with multiple clients. 

Skills and SpecificationsThere are the following skills and specifications required in a candidate desiring to do the job of a Administrative and Virtual Assistant:
Education and Qualifications
  • The assistant has to perform the basic duties such as making travel arrangements, accounting, researching insurance options, buying furniture, or supplies.
  • He or she needs to provide administrative services such as graphic and website design, offline and online promotion and specialized business services.
  • He or she needs to provide rendering services such as data entry, accounting, desktop publishing, bookkeeping, PowerPoint presentations.
  • It will be also needed to provide secretarial service such as delivering, writing, researching, and editing services as well as secretarial services.
  • He or she has to provide customer service like consulting, coaching, technical, real estate, or customer service support.
  • It will be needed to operate basic equipments, such as computer, modem, printer, fax machine, scanner, and copier.
  • It will be the duty to keep him or her always updated about the development markets in the job role.
  • He or she needs to communicate and maintain coordination with the suppliers, customers, visitors, enquirers, or relevant staff.
  • The person needs to have impressive telephone etiquettes to do the job.
  • He or she needs to be an excellent communicator so should have great communication skills.
  • The required skills in a person are exceptional computer skills, good organizing and planning skills.
  • He or she should be an excellent learner with the ability to understand, and execute complex written and verbal instructions.
  • The person needs to be able to maintain customer confidentiality and should be very honest.
  • He or she should have the quality of being calm and composed even in emergencies and opposite situations.
  • He or she should be able to deliver excellent and satisfactory customer service, externally and internally.
  • He or she needs to have the quality of work under rigorous pressure and meet close deadlines.
  • The person needs to have a High school diploma or general education degree from an accredited institution.